Maptician Modernizes Workplace Strategy to Meet Hybrid Needs at Financial Services Firm

A Workplace at a Crossroads

A mid-sized financial services organization with approximately 350 employees and 6 branches located in Indiana, sought to modernize its workplace management strategy. The firm’s leadership recognized that hybrid work was here to stay, and employees needed greater flexibility to choose when and where they worked. To support this, the organization required a reliable, intuitive reservation system that would enable employees to book desks and meeting rooms easily, while also giving administrators visibility into space utilization trends.

The initiative was championed by a cross-functional team from property management, IT, and operations, who aimed to reduce inefficiencies, improve the employee experience, and provide leadership with better data for space planning.

The Cost of a Broken Reservation System

The organization’s previous reservation process was disjointed and inconsistent. Employees often had to rely on email chains or manual processes to reserve workspaces, which created:

• Double-bookings and scheduling conflicts that disrupted productivity.
• Difficulty finding available spaces, causing frustration for employees.
• Lack of reliable data on how spaces were being used, limiting leadership’s ability to make informed real estate decisions.

Additionally, the IT team had concerns about adoption risk—if the system wasn’t simple enough, employees might resist using it altogether.

From Demo to Decision: Why Maptician

The company was first introduced to Maptician in August 2024. After an initial demo, decision-makers immediately saw value in Maptician’s ease of use and clean design. Within just a few weeks, the team built an internal business case around:

• User adoption potential (ease of learning, simplicity of interface).
• Integration into existing workflows (seamless use within Microsoft Outlook and Teams).
• Scalability and support (ability to grow with the company as needs expanded).

By October 2024, the deal was closed and implementation began. The rollout was managed with a focus on communication and training, ensuring employees understood the “why” behind the new system.

How Maptician Transformed the Workplace

Maptician provided an intuitive booking experience that addressed both employee frustrations and leadership concerns.

Key features included:

• Seat & Room Reservations: A one-click booking process that made finding and reserving spaces effortless.
• Conflict Prevention: Built-in functionality to prevent double-bookings and scheduling errors.
• Implementation Support: A dedicated implementation manager guided the process from onboarding to rollout.
• Reservation Import Tool: When the firm realized it had hundreds of pre-scheduled meetings already booked in its old system, Maptician deployed a new import tool to migrate all reservations seamlessly—ensuring continuity and avoiding disruption to employees.

The system’s workflow-first design, particularly its functionality within Microsoft Word and Outlook, made it easy for employees to adopt without changing long-established habits.

The Results: Efficiency, Satisfaction, and Growth

Since adopting Maptician, the financial services firm has achieved measurable improvements:

• Higher employee satisfaction, with staff praising the simplicity and speed of booking.
• Improved operational efficiency, reducing wasted time and administrative overhead.
• Better visibility for leadership, providing data-driven insights into space utilization and enabling smarter workplace planning.
• Stronger advocacy, with leaders now actively recommending Maptician to peer firms in financial services.

The success of this project reinforced the organization’s commitment to technology that not only streamlines processes but also enhances employee experience. By implementing Maptician, the firm positioned itself as a forward-thinking workplace innovator—ready to support both current employees and future growth.